Help

Manage My Collection Help

Overview

Manage My Collection is a powerful comparative tool that matches your school or library's Machine Readable Cataloging data against Perma-Bound's entire product inventory. You can use this to eliminate unwanted duplicate titles when placing orders and developing custom lists, or as a means of analyzing your collection.

How it works

To use Manage My Collection, export your collection's MARC records from your software circulation system (see Exporting instructions below), then upload them via Perma-Bound.com's web interface. Perma-Bound will analyze and match your records within 1-2 hours of your upload. The results will then be applied to your user profile, and one of the three match icons below will appear to the left of the Title Results area of all lists and search results as follows:

Icon Match Criteria
 Exact Identical ISBNs
 Exact Title + Author/Illustrator + Copyright Date
 Exact Reading Program Quiz Number
 Possible Title + Author/Illustrator
 Possible Title + Publisher + Copyright Date
 Possible Title + Author's last name
 No None of the above

Maintaining Accuracy

Manage My Collection uses your school or library's records to generate title matches and is therefore dependent on the quality and accuracy of your data. This means you should update your Perma-Bound.com collection profile periodically and after receiving any substantial orders. The better your data is, the more accurate your results will be.

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Exporting MARC Records

Before uploading your MARC records for analysis, you must first export them from your software circulation system in a readable file format. If you are not familiar with the export process, please refer to the following instructions as needed for your software system. Perma-Bound recommends exporting files using filenames you will remember later, to familiar locations such as your desktop or "My Documents" folder.

NOTE: Instructions may differ slightly between versions of circulation systems. If you are unable to export your records using these instructions, please refer to your circulation system's Help section, your System Administrator, or call Perma-Bound toll free at +1 800 637-6581.

AGent VERSO

  1. Go to 'Cat Admin' tab
  2. Select 'MARC Export' menu option
  3. Select 'Export Admin' submenu option
  4. On the MARC Export Run Configuration, select a custom Holds Mapping to use, or select 'Default' from the Holds Mapping to use pull-down menu.
  5. For single library AGent VERSO systems select the 'All Records' radio button under Select Type. For multi-library AGent VERSO system select the 'Location' radio button under Select Type and the appropriate library location from the Location pull-down menu.
  6. Select 'Submit' on the MARC Export Run Configuration window.
  7. After the process has posted the status of 'Completed. Done' on the Scheduled MARC Export Runs window, select the name of the file, which is a link under the Run ID column, and select 'Save' on the File Download window.
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Alexandria Mac Format

  1. Go to the Cataloging application to export your MARC records
  2. Click on File
  3. Choose Utilities
  4. Choose export item
  5. Choose format (MARC)
  6. Run
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Alexandria, Windows v5.3 or Higher

  1. Go to the Cataloging application to export your MARC records
  2. Go to the Main Menu
  3. Choose System
  4. Choose Utilities
  5. Choose MARC
  6. Select item #4 and select with copies
  7. Hit the printer button

It will build a report. This takes some time. The report of MARC records goes to the Reports subdirectory in the Oasis folder. Copy this report to your desktop if desired.

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Alexandria V

  1. Go to the Cataloging application to export your MARC records
  2. Click on File
  3. Choose Utilities or Export
  4. Choose Export Item. Sort by copy call#, character set Marc 8, and operation MARC
  5. Select All - choose format (MARC) and save to desktop
  6. Run
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Alexandria v6 or Newer

Follow these steps to perform a data export:

  1. Choose Export from the main Tools menu bar.
  2. Select the appropriate category tab for the export type you would like to run (e.g. Items, Patrons, etc. tab).
  3. Using the export field, select (highlight) the export you would like to perform.
  4. Click the Run button to export your data.
  5. Alexandria will then open a standard operating system explorer (i.e. finder) window, allowing users to specify the location where they would like their data export file saved; it saves to the operating system desktop by default. Once you are happy with the destination of the file export, you will want to click Save.
  6. As Alexandria exports your data, the status of the export appears in the Export as window.
  7. Under no circumstances should you ever do anything while the export is processing. If necessary, click the Cancel button to stop the export from processing.
  8. If the Export window becomes hidden behind other windows, find it again under the Alexandria Windows menu.
  9. You can use COMPedit to view any file you've exported. To view an exported Alexandria file, use Open from the File menu to select the file (for more information on import formats, see Data Import).

NOTE: for additional exporting instructions, click here

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AspenCat

  1. Select Tools from the Main Menu
  2. Select Export bibliographic and holdings from Tools
  3. Choose the “Library” that you want to export from
  4. Select Don’t export items
  5. Click Export
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Athena

  1. Go to the Cataloging application to export your MARC records
  2. Choose Export/Extract MARC records
  3. Select "No order"
  4. Do not limit the export
  5. Export to file - choose the location of the file where you want the export to be saved (such as your desktop)
  6. Click on "Export as a single MARC record"
  7. Click on "Export"
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Atriuum

  1. Click the Catalog link in Atriuum's top menu bar.
  2. Click on 'Export MARC Records' to open the Export MARC Records form.
  3. Click on 'Filter'
  4. Click on 'Generate List' if you want to export all of the records.
  5. Click on the box for 'Place copies together in same MARC record'
  6. Click on 'Export Queued Records.' To clear the queue and start over, click Clear Queue.
  7. After you click Export Queued Records, a pop-up dialog box will ask you if you want to Save or Cancel. Click Save to save the exported items file.
  8. Now that you have saved the file to your local machine, you can upload it to Perma-Bound.
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CASPR/Library World

  1. Go to the List Window
  2. Select the records you want to export using the check boxes in the List Window; to select all records in the current list, hold down the option (Mac) or Alt (Windows) key
  3. Click on the Export command under the file menu
  4. Select the MARC submenu command
  5. Name the file and select a location to store the file; click on the Save button
  6. Choose Translate or No Translate - Library World will allow you to translate fields on export as well as import
  7. If you selected Translate then you are given a chance to pick the Translation Table; select the appropriate Translation Table (if you selected NoTrans, skip to step 8)
  8. Select the All Copies Selection option and click on the OK button. The All option is selected by default. This option will export all the copies for each record you are exporting. If a record has five copies attached to it, all five copies will be exported.
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Concourse

  1. Go to the Cataloging application to export your MARC records
  2. Go to the Main Menu.
  3. Click Catalog
  4. From the Catalog menu, select MARC records, then "Export Marc records" from the drop down menu
  5. From the popup window, the "Export to" Drive needs to be "C"; the description should be changed to the name of the school; the location and note field can remain blank
  6. Select all records and click OK.
  7. In the next popup window select the location and filename and click OK.
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Destiny

  1. Go to the Cataloging application to export your MARC records
  2. Click the Catalog tab to export titles; in order to access this functionality, the "Export titles/copies" option must be enabled in the Manage Catalog section of the user's access level
  3. Click on the Export Titles option.
  4. Click on Export; you may continue to use Destiny while the export is being processed (the creation of the file can be monitored through the Job Manager); while the export is in progress, the number of "records written" will be updated each time the Job Manager page is refreshed
  5. When the export has completed, click on View; the job summary will state how many records were written to the export file; the export contains all titles and copies belonging to a site; any titles without copies that are associated with the site will also be included in the export file.
  6. Click the Export File link to download the file.
  7. Click on Save.
  8. Enter the location where the file should be saved. Enter a file name, or accept the default name.
  9. Click Save.
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Destiny 7.0

  1. Open Export Titles in the Catalog.
  2. If you are a district library materials manager, select the district or an individual site from the From list. Please note that, if you choose the district, you cannot use a barcode file or choose to delete the records after export.
  3. To export all the titles in your collection, select All.
  4. Choose whether to export All records.
  5. Include the copy information with the exported title information.
  6. DO NOT delete the titles and copies after export.
  7. Select the character set, UTF-8 to be used for the export file.
  8. Once you have made your selections, click Export.
  9. When it is finished, open the Job Manager in the Back Office to view the job summary. It provides a link allowing you to download the export file.
  10. Click on Save.
  11. Enter the location where the file should be saved. Enter a file name, or accept the default name.
  12. Click Save.
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Dynix and Sirsi, General System Export

Please contact your System Administrator to export the MARC records from your circulation system. When you export your records, be sure to apply the following criteria:

  1. Export all records as a complete export with 852 Holding Tag; do not do a brief or backup export
  2. Include copy information 3. Name your export file and choose a location

If your export file is over 40MB or for district wide reports, please call Perma-Bound toll free at +1 800 637-6581.

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Follett Circulation Plus

  1. Go to the Cataloging application to export your MARC records
  2. At the top of the page, click the File drop-down menu
  3. In File drop-down menu, go to "Export MARC 21/852 Holdings Format"
  4. Choose the "No Range" export method from the submenu
  5. In the Export MARC 21/852 Holdings Format dialog box, check the "All Records" and "Include Copy Information" selections
  6. Click the "Export" button to begin the export.

A standard Save As dialog will appear, where you will specify where the file should be saved and the filename. After you enter the information, the export begins and a dialog box appears, showing the progress. You can interrupt the export by clicking Cancel.

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Infocentre (Sagebrush)

  1. On the main InfoCentre screen, click Cataloging and select 'EXPORT.' The Export Marc Records window will open.
  2. In the Select By field, choose Copy ID or Call Number from the drop-down menu. [You can either enter a desired range, or leave the range fields blank which will export all records from your collection].
  3. In the Limit To field, select one of the indexes for exporting your records:
    NOTE: If you are exporting out all of your records, these fields can be left blank. You can also choose to export copies information (852 tags).
  4. Beside the Export File Name and Location field click on 'BROWSE.' Next to Look In select where you would like to save your export file. In the File Name box type microlif.001 or whatever you wish to call the export file and click on 'EXPORT TO FILE.'
  5. Click the 'EXPORT' button.
  6. A window will open stating that Export now in Progress. The records will export, and when the export is complete, a window will open informing you of the number of Titles and Copies exported.
  7. Click on OK.
    NOTE: After starting the export, do not shut down InfoCentre on that computer until the export is complete.
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Insignia Library System

  1. Click on Administration > Import/Export > Export.
  2. Select the Items tab.
  3. Select the desired parameters.
  4. Choose a specific call number or date created range to limit what items are exported.
  5. When clicked on Export system will prompt for file location.
  6. Click Export.

Select Export Copy Information if holdings info should be included in MARC file.

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L4U/Kelowna

  1. Click on 'Functions', then 'Library File'
  2. Highlight the first file, then hold down the 'Shift' key and highlight last file to select all files
  3. Go to 'File' on the top menu and select 'Export'
  4. Choose: Selected Records
  5. File Choice: MARC Record
  6. Save to your Desktop and name the file something you will remember later when searching for it
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Library Pro 2.2

  1. Before doing your export perform any necessary cleanup of your catalog records; perform a backup of your catalog records and perform a Re-index of the Catalog Module
  2. Make sure you are working in the Catalog Module of Library Pro
  3. Select SORT from the right-hand toolbar; in the "Pick an index to sort by ... " window that appears, select None and click OK.
  4. Take note of the information in the Message window below the catalog window; the message should read, "Viewing records 1 through 8 of XXXX, sorted by None"
  5. Copy down the number (XXXX) displayed in your Message window for later use
  6. Hold down the Option or Alt key, and click on the first "Selected" box at the top of the catalog window. All of the remaining Selected boxes will now contain a red check mark, and the Message window will read, "Viewing records 1 through 8 of XXXX, sorted by None. There are XXXX records selected"
  7. Pull down the File menu and select Export / MARC.
  8. Upon release of the mouse button, a new dialog window will appear asking you to identify the storage location for your new export file. Click the Desktop button, and then click the New Folder button. Enter the following name: "(space)PBOUND EXPORT" for the new folder, which will be located on your Desktop when the process is finished; click Create
  9. With the PBOUND EXPORT folder created, the window is now waiting for you to enter the name of the actual Export file; enter the file name in the field labeled: "Export MARC Records to:" Name the file: LPROEXP, then click Save
  10. When the dialog window appears asking if you should "Translate tags when exporting?", click the "No Trans" button in the lower right corner
  11. The Copies Selection dialog box will appear; leave the default setting as (All) and click OK
  12. The Export Process will now begin - the thermometer bar indicates your progress; do not pause or cancel the process once begun.
  13. The Export file has now been placed on your Desktop in the PBOUND EXPORT folder

A final message will appear indicating the total number of records exported during the process. This number should match the number shown in the Message window, described in step number 5, above. If the numbers do not match, repeat steps 2 through 12 again.

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Library Solutions (TLC)

  1. Go to 'Cataloging Utilities'
  2. On File menu, select 'Extract Records'
  3. Choose 'Copy to File'
  4. Save to your Desktop and name the file something you will remember later when searching for it
  5. To begin extracting the records select 'OK'
  6. For technical support please contact TLC directly at +1 800 852-4911
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Mandarin

Please contact your System Administrator to export the MARC records from your circulation system. When you export your records be sure to apply the following criteria:

  1. Go to Mandarin - Catalog. Go to Edit, then Search, then Holdings
  2. Under Subject, Or Anywhere, and And Anywhere, type *
  3. Click Search
  4. Go to Edit, then Holding; select "All Records"
  5. Go to File, then Export, then Standard Export; click OK.
  6. Name the file and save to Desktop; click Save.
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OPALS

  1. Select Items > Export from OPALS main menu.
  2. You have the choice to select records by a date range, Record ID range, or the entire database. If using the date range, you can click on calendar icons for the "From" and "To" dates.
  3. Click Export.
  4. Once the export is completed, you can download the file created by clicking it and saving it to your hard drive or desktop. Make sure to name the file something you will easily be able to find in the future.
  5. Now that you've saved the file to your local machine, you can upload it.
* The file will be available on the OPALS system for 1 month.
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ResourceMate

Using ResourceMate Essential Plus, ResourceMate Extended or ResourceMate Premium

  1. Navigate to Plus->Export to MARC
  2. Choose/enter a MARC file name/location to export to in the MARC File Name:  output field by clicking on the folder icon to navigate to a specific folder location
  3. Check the boxes, Export for Perma-Bound Analysis and Microlif format (Binary MARC)
  4. Using the Textbook option, use the drop-down menu to choose whether Textbooks are to be included, excluded or textbooks only
  5. If only specific items are to be exported, check the box Specify Items to be Exported and then use the Item Filter
  6. Click on center button, Start Export to MARC
  7. Click Yes to the confirmation window displayed "Are you sure you want to Create Export to MARC?"
  8. Click OK to the confirmation window displayed "Export to Marc is completed.  You can either close the form or perform another export."
  9. Click Close to complete the MARC Export

Using ResourceMate 3.0 Plus

  1. Navigate to Plus->Export to MARC
  2. Choose/enter a MARC file name/location to export to in the MARC File Name:  output field by clicking on the "..." to navigate to a specific folder location
  3. Check the box, Export for Perma-Bound Analysis
  4. An information window will display, "When you submit your PermaBound MARC file for analysis, they require it to be in Binary MARC format.  This option has been checked for you automatically."
  5. Under the Include Only Items option, use the drop-down menu to choose "All" or a specific Resource Type
  6. Under the Other Criteria option, use the Call Number Starting with and Category Starting with to filter specific items by call number or category
  7. Under the Date Criteria option, use the Date Added, Date Modified or on and after this Date radio buttons/calendar to further filter items by date added, date modified or on or after this Date
  8. Click OK to begin the export
  9. Click OK to the information window displayed "Export to MARC has been completed."
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Sirsi Unicorn Ecole

  1. Go to the Cataloging application to export your MARC records
  2. Click Reports, then Schedule New Reports
  3. Click OK
  4. Click on the Bibliographic tab; select the second "Extract Keys for Marc Export" - prepmarcexp
  5. Click on the Selection Criteria tab; click on the button to the right of the Library field and choose your library code
  6. Click on "Wizards" on the menu bar at top of window, then click on "All Wizards"
  7. Press M on the keyboard to choose "MARCEXPORT", then click OK; when the next window comes up, click OK again
  8. Click "Yes Export Records"
  9. In the next window that appears, enter a number here that is larger than the number of records you are exporting; do not use a comma
  10. On the next page, select "vol001"; click the box next to "Include 999 holdings tag" and the box next to "Marc" in Format of the exported file
  11. Click OK; if an error message appears, ignore it - it will not affect your export
  12. In the next window, choose where to save your file and click OK
  13. When the next page appears, click Done
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Surpass Central

  1. Go to the Cataloging application to export your MARC records
  2. Select which records to export by leaving the conditions blank; this will export all records
  3. Click the Save Records button
  4. Designate the file to be saved on the desktop of your computer with a name you will remember.
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Winnebago/Spectrum

  1. Go to the Cataloging application to export your MARC records
  2. Within the Winnebago application, click on the "Winnebago" drop down menu at the top of the window
  3. Select "Materials" from the drop-down menu and then select "Export" in the submenu
  4. When the Materials Export dialog box comes up, select "All Materials (in MARC File Order)" from the Export pull down menu
  5. Select the Format: "USMARC/852 Holdings Data"
  6. In the Output file field, enter the name of the file to be created
  7. Click the "Export; button
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Uploading Your Collection

Once you have exported your MARC records as a single file, you can upload that file to Manage My Collection.

NOTE: The file-size limit for uploading to Manage My Collection is 40 MB. For larger files, call +1 877 277-0196 to arrange an alternative.

The Manage My Collection area of Perma-Bound.com, is located under the "Manage My Collection" heading on your "My Account" page, click on the "Analysis Overview" link. The first page to appear lists the number of records read, number of exact matches, number of partial matches, and the date your collection was last updated (Create Date). Click on the "Update" button under the "Manage My Collection" heading on your "My Account" page to begin uploading your collection.

Collection Management Page

Enter or update the following information to manage your collection:

  1. School Name - Automatically entered from your user profile.
  2. Grades - Select from Preschool to grade 12 in these drop-down boxes.
  3. Number of Students - Enter for enrollment or approximate number of patrons.
  4. Process - Select your file upload process here. The first time you enter collection management information this field will read, "Create a new collection". For subsequent uploads you will have two choices:
    • "Append to your current collection" (default setting), the best choice for most upload scenarios.
    • "Overwrite your current collection", choose only if you want to re-upload your entire collection.
    NOTE: If you receive updated MARC record files with an order, whether on diskette, CD-ROM, via email, or download, you can quickly add them to your collection profile. Simply select the updated file to append to your collection and upload it to Perma-Bound.
  5. Select file to upload - Click on "Browse" and find your exported MARC record file. Once selected, the file path will appear in the entry box. When you are finished, click on "Update" to submit your file or "Cancel" to return to the My Account page.
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Selection Options

Upon creating a collection for online management, you will find additional options in the "Select Items" section of the left-hand menu for Search Results and List pages.

Removing Duplicate Titles

  1. Conduct a search or open a list.
  2. Under "Select Items," click on "Select All Items".
  3. Under "Select Items,", click on "Deselect all (or exact or partial) matches".
  4. Add the remaining items to a new or existing list (for search results); click on "Update" (for a list).

FAQs - Manage My Collection

What are the basic steps of using Manage My Collection?

  1. Export your MARC records from your software circulation system as a single file.
  2. Upload this file from your computer using the "Update" feature under the "Manage My Collection" heading on your "My Account" page.
  3. Perma-Bound will apply the results to your user profile wihin 1-2 hours.

What do those icons mean?

Exact Match Exact match - identical ISBNs from your MARC records and Perma-Bound's database for that title OR exact title, author, and date.

Partial Match Partial match - Perma-Bound's database matched the title and either the author or illustrator to your records for that product. Publisher, publish date, AR quiz, and Reading Counts quiz information is also used. You should check your collection for more thorough verification.

No Match No match - your collection does not appear to include that title.

How long before my collection file is applied to my user profile?

Your updated collection will be matched to your user profile within 1-2 hours after you submit your file.

I am not sure how to export my records - how should I proceed?

Check the export instruction procedures for your software circulation system here. If you do not see your system or are still having problems, please refer to your software's Help section, your System Administrator, or call Perma-Bound toll free at +1 800 637-6581

How many files can I upload per day?

You can upload as many as you like. Just be sure you are making the appropriate selection between "append to your current collection" when adding files to an existing collection and "Overwrite your current collection" if you want to re-upload your entire collection.

How do I remove duplicate titles from a list or search results?

  1. To remove exact or partial matches from a search, use the refine tool located in the left-hand menu of the search results page or begin your search using the advanced search option.
  2. In each of these tools there are a set of Matches options under the Manage My Collection category, to hide matches, here you can choose to show or hide based upon exact, partial, or no matches.
  3. To remove exact or partial matches from a list, utilize the Remove options in the left-hand menu. The options relating to Manage My Collection are "remove all exact matches," "remove all exact matches on this page," "remove all partial matches," and "remove all partial matches on this page". Each of these options will remove the matches either from the whole list (all matches) or on the current page (on this page) for either partial or exact matches, based upon the selected option.
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